1. Privacy Notice/Who We Are and Whom You Can Contact About Your Personal Information

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I am Angelica Phillips, Notary Public, and trading under the name Phillips Notary at the address The Great Barn, Hever Road, Hever, TN8 7LD, Kent, England. 

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As part of providing notarial and related services I deal with information relating to individuals and I can be contacted at angelica@phillipsnotary.uk  and/or +44 (0) 77 6764 6635.

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2. Our Use Of Personal Information Relating To You

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I deal with information relating to my clients for the purposes of providing notarial, legalisation and related legal services to such clients. I do this because it is as a result of contracts entered into with clients requiring notarial and related services and to use your information to comply with legal purposes. The information I deal with may include (for example) names, passport information, contact details and any other personal data relating to you that you may provide.

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I deal with information relating to prospective clients for the purposes of taking them on as clients. I do this for the purpose of pre-contractual formalities and for compliance with client due diligence “know your client” and anti-money laundering purposes. The information I deal with may include (for example) names, passport information, contact details and any other personal data relating to you that you may provide.

I deal with information relating to our employees (if there are any) for the purposes of staff administration. I do this as a basis of their employment. The information I deal with may include (for example) names, passport information, contact details and other information relevant to their employment.

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3.  How Long We Keep Information Relating To You

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I keep information relating to you for as long as is necessary to fulfil the purpose for which it is collected in accordance with our retention policy. I take into consideration the requirements of our business and the services provided, good practice, the lawful grounds upon which we based our processing and any statutory, legal or regulatory obligations we are subject to including, inter alia, the Notaries Practice Rules 2019.

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4. Your Rights

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Under certain circumstances, you have rights under data protection laws in relation to information relating to you that I have, as summarised below.

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You have the right to:

4.1.1    Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information I hold about you and to check that I am lawfully processing it.

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4.1.2    Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate data I hold about you corrected, though I may need to verify the accuracy of the new data you provide to me.

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4.1.3    Request erasure of your personal information. This enables you to ask me to delete or remove personal information where there is no good reason for me continuing to process it. You also have the right to ask me to delete or remove your personal information where you have successfully exercised your right to object to processing (see below), where I may have processed your information unlawfully or where I am required to erase your personal information to comply with local law. Note, however, that I may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

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4.1.4    Object to processing of your personal information where I am relying on a legitimate interest (of our own or of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where I am processing your personal information for direct marketing purposes. In some cases, I may demonstrate that I have compelling legitimate grounds to process your information which override your rights and freedoms.

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4.1.5    Request restriction of processing of your personal information. This enables you to ask me to suspend the processing of your personal information in the following scenarios: (a) if you want me to establish the data’s accuracy; (b) where my use of the data is unlawful but you do not want me to erase it; (c) where you need me to hold the data even if I no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to my use of your data but I need to verify whether I have overriding legitimate grounds to use it.

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4.1.6    Request the transfer of your personal information to you or to a third party. I will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for me to use or where I used the information to perform a contract with you.

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4.1.7    Withdraw consent at any time where I am relying on consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, I may not be able to provide certain services to you. I will advise you if this is the case at the time you withdraw your consent.

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5. Exercising Your Rights

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5.1    If you wish to exercise any of the rights set out above, please contact me on the details above. I aim to respond to all legitimate requests within one month. Occasionally it may take me longer than a month if your request is particularly complex or you have made a number of requests. In this case, I will notify you and keep you updated.

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5.2    You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, I may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive – alternatively, I may refuse to comply with your request in these circumstances.

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5.3    I may need to request specific information from you to help me confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. I may also contact you to ask for further information in relation to your request to speed up our response.

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6. Your Right To Lodge A Complaint With The ICO

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If you feel that we have not handled information relating to you properly, or if you have contacted us about how we use that information and are unhappy with our response, you have the right to lodge a complaint with the Information Commissioner’s Office by phone on 0303 123 1113 or online at https://ico.org.uk/make-a-complaint/